4 Oct 2023

Administrative Assistant at African Social Protection and Development Initiatives (ASPDI)

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Job Description

Internship Vacancy announcement (Various Post)

Duty Station: Kigoma town, Kibondo and Kasulu

Starting Date: 1st November, 2023

Duration: One Year
Background of the organization.

African Social Protection and Development Initiatives is not for profit, non-partisan, NonGovernmental Organization registered in the United Republic of Tanzania under Act Na.24 of 2002 on 22rd December, 2021 with Registration number 00NGO/R/2731 with scope of operating in Tanzania mainland. The Organization team and management has undergone various organization on the job training, technical capacity building of personnel and internal administrative functions, including monitoring and evaluation and institutional funding and donor compliance to enhance their capacity on program management and financial management including improvement of management systems. The organization is also registered under various government Authorities including Tanzania Revenue Authority (TRA) as pay as you earn Tax payer Identification Number (TIN) 154-788-921 to ensure organizational compliances with government authorities as directed by Non-Governmental Organization Act, 2002 and its amendment.

Mission statement of the Organization

“To save life and human sufferings through strengthening community-based social protection systems” and

Vision statement of the organization

“ASPDI envisages seeing Tanzania’s communities with improved social welfare and sustainable development”.

Post: Administrative Assistant
The Administrative Assistant is responsible for a variety of office administration-related tasks to ensure smooth operations of the projects, not exclusively limited to the ones listed below, and works under the direct supervision of the Finance Officer/Accountant and with the guidance of the Finance and Compliance Department for specific tasks.
She/he is responsible for providing administrative assistance in general project and program implementation and management, and day-to-day liaison with counterparts. She/he provides comprehensive secretarial and administrative support to the Support Services Unit. Major Tasks as listed below:
Liaise with Finance/Accountant on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of African Social Protection and Development Initiatives (ASPDI)
Transportation Assistance in absence of a Logistician, under the delegation of the Procurement Officer

Office management
Be responsible for day-to-day project correspondence, information sharing and filing system
Assist in preparing evaluation reports, contract files, annual project reports, and update projects files.
Assist in the preparation of experts missions to regions and districts, workshops and conference facilities and prepare documentations and assist in Logistics preparation
Provide inputs for publication materials and collect information related to the Project.
Keep up a Mission Register (Mission Order, TOR, Mission Reports)
Ensure protocols are followed when communicating between Project staff, ministry, regions and districts.
Check all outgoing documents are approved and signed by management before issuance.
Prepare, attend and record all Programs coordination meetings and Board meetings, preparing minutes and circulate to members in an action plan format for follow-up.
Under the supervision of the Procurement Officer, maintain an office stock of stationary, manage the office IT equipment including communication (phone and internet) and photocopier, and ensure regular servicing and maintenance.

Activity reporting
Record all incoming plans, budgets and reports from districts and regions and assist in compiling and filling. Assist to help consolidate reports, when needed, especially for Management team, Board of Directors. Assist to type out any documents, reports, as may be needed, camera ready for publication.
Check and control to ensure quality and completeness of project publications, before printing; provide editorial inputs on quality control and layout design.
Any other tasks reasonably requested.
Petty Cash and Digital Payment
Under the supervision of the Accountant, in charge of managing the Digital Mobile Payment and Petty Cash.

Qualifications and experience:

College certified Administrative Assistant with secretarial skills with Diploma in administration or related displine.

Minimum three (3) months of experience in project/office administration assistance;

Experience with an international organization or NGO;

Very good hands-on knowledge of IT, especially Excel, Word, power point and publisher is a must.

Proficient in English and Swahili translation;

Mature, good communicator and team player;

Able to work under stressful conditions and not objecting to overtime and field missions.

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Method of Application

Applications must include:

Maximum 1 page signed cover letter explaining why you consider yourself to be the best fit for the position;

A CV indicating your relevant skills and experiences;

Copies  of  relevant certificates.

Please send applications by registered mail to:

Country Director African Social Protection and Development Initiatives (ASPDI)  P.O.Box 137 Kibondo Or by email address: [email protected]

Letters and emails should clearly indicate the position you are applying for on the envelope or for emails in the Subject line. Late applications will not be considered. Only short listed applicants will be notified.

Deadlines for application: 4pm on Monday 15 October, 2023

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